[IARA - County/Local Records Custodians] Monthly Bulletin and Chat Invitation for July 27, 2022

 Hello Records Custodians! It's July.

And now July is almost over? Where is the summer going? I hope you all had a safe and fun 4th of July and are continuing to enjoy your summertime festivities throughout the month. 

Last Month's Chat

On Microsoft Teams, we had our June Monthly Chat for County/Local Agencies on June 29th at 11 a.m.. We met with 15 Records Custodians from different offices within the counties. Attending from IARA was Amy Christiansen, Amy Robinson, and Kim Hagerty.

We discussed June's bulletin topics, which was the Notice of Destruction updates.

There is a link to the YouTube video of the June chat in the RM Bulletins and Chat Archive, where you can also find all of the previous bulletins sent out. 

News You Can Use

As part of IARA's ongoing mission to streamline and improve our processes and services, we'd like to get a better picture of the records your office collects or produces, the amount of storage space you have for them, and your need for format-conversion services such as imaging (scanning) and microfilming. Please feel free to share this survey with other records custodians, whether in your office, or in other county/local government offices.

 

RM Topics of the Month:

What is a court record? Any legal record created by a court or court agency (such as a probation department), and covered by a retention schedule in Administrative Rule 7, would be considered a court record.

IARA does not have jurisdiction over court records, so if you have questions or concerns related to court records, I'd suggest speaking with Mr. Tom Jones with the Indiana Judiciary. His email is tom.jones@courts.in.gov.

Can I get rid of a personnel file if that person is deceased? No, you must keep their personnel file according to GEN 10-27. Its retention period is "DESTROY 75 years after employee is no longer employed by the county/local government unit."

Creating and revising retention schedules. The revising of the Educational Institutions retention schedule, more commonly known as the "schools" schedule, is in full swing! The taskforce has met multiple times so far and are continuing forward with much progress. Same goes for the creation of the County Health Dept. retention schedule. If you'd be interested in joining either of the taskforces, please email me!

July Records Custodians Chat

Our next Records Custodians Chat will be happening on the 27th. 

Meeting Information 

Date: July 27th
Time: 11 a.m. to 11:30 a.m.  EST
Place: Microsoft Teams

About the Meeting

This 30-minute meetup is an informal setting in which to ask questions or talk about records management concerns; normally I'll begin by introducing any IARA colleagues attending, talk a bit about the topic of the monthly bulletin and make any announcements, then open things up for questions and discussion. 

If you have other questions about how to use Teams, or about the meetup, just contact me and we'll figure things out together!

. . .

AMY CHRISTIANSEN

Records Management Liaison

Indiana Archives and Records Administration

o: 812-929-3882

e: achristiansen@iara.in.gov

w: www.in.gov/iara

a: 402 W Washington St, Room W472, Indianapolis, IN 46204

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